10. DOCUMENT REVIEW

 DEFINITION: a way of collecting data by reviewing existing documents. The documents may be internal to a program or organization (such as records of what components of an asthma management program were implemented in schools) or may be external (such as records of emergency room visits by students served by an asthma management program). Documents may be hard copy or electronic and may include reports, program logs, performance ratings, funding proposals, meeting minutes, newsletters, and marketing materials.



CHARACTERISTICS:

  • ensure accuracy in your project data
  • check for completeness of documentation
  • verify that the documentation meets the requirements of your project
  • ensure that the documentation is compliant with standards
MAIN USES:

    • To gather background information. Reviewing existing documents helps you understand the history, philosophy, and operation of the program you are evaluating and the organization in which it operates.

    • To determine if implementation of the program reflects program plans. The review of program documents may reveal a difference between formal statements of program purpose and the actual program implementation. It is important to determine if such a difference exists and to clarify the program intent before moving forward with the evaluation.

    • When you need information to help you develop other data collection tools for evaluation. Reviewing existing documents to better understand the program and organization you are evaluating will help you formulate questions for interviews, questionnaires, or focus groups or develop an observation guide.

ADVANTAGES AND DISADVANTAGES:

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